Lincoln Public Library Trustees Meeting
~ ~ Minutes of the Meeting of 5/27/08
Present: ~Jacquelin Apsler, chair; Diana Abrashkin, Marshall Clemens, Peter Sugar, Susan Taylor, Al Kraft, trustees; Barbara Myles, Library Director; Dana Weigent, staff representative; Det. Jon Wentworth, Officer David Regan, Lincoln Police, guests.
The police officers presented the "Crisis Manual" for the LPL in a rough draft form. When finished, it will be in a flip chart form. ~In the discussion that followed, among the things discussed were: Use a land line when calling 911, the cell phone calls get routed first through the State Police. ~The Library should purchase a megaphone for use in a crisis. ~Staff should know where to find the crisis manual, and to review it from time to time. ~A map of the interior of the library should be created and placed in the manual. ~The library should have an emergency kit that includes a flashlight, as well as~medical supplies, and all should know where it is kept. ~The manual will be revised once Barbara has gone over it with staff and they will add a section dealing with protocols for a missing child situation.
April 22 minutes accepted as amended.
Technology Plan
A draft of the plan was presented by Susan Taylor. ~Peter suggested indicating what budgets libraries in surrounding towns are allocating for technology, in order to better support the budget process. ~He also suggested looking at the overall plan of the library in terms of interior design to accommodate new and existing technology. ~Al brought up the flat screen monitor to have near the front desk with graphics showing upcoming events etc. Susan feels that we should revisit our public use policy. ~We could have a policy that would appear as a flash screen that a user would have to accept before gaining access to the work station. ~Marshall suggested finding computers that have the lowest power consumption. ~There was some discussion about the timetable for replacing computers, as the Technology Committee believes a 25% per year
replacement policy makes the most sense. ~Susan will revise the technology plan and distribute it again as well as getting additional~staff input. The Trustees will then study the revised plan and get some input from Stu Haber about the budget issues relating to the plan.
Staff concerns
One staff member wanted to make sure that construction in the Tarbell room would not happen during July. ~There have been discussions with town hall personnel about health care issues, and there seems to be some mistrust about what the Town is doing vis a vis insurance and Medicare.
Friends update
Appreciation lunch went very well. ~There has been good communication about the closet space off the Tarbell room.
Building committee
The committee met with Karl Packard and he will put the locations of the outlets for the Tarbell room on his plans. ~They will be bid as an alternate to the vault project. ~We decided to remove the step and improve the lighting and install new flooring in the closet of the Tarbell room. ~A new faucet will be installed in the sink with a removable nozzle in order to easily fill large pots. ~The vault bidding will go forward when Karl updates the drawings. ~As to the question raised by the Friends about whether the air handler may be placed outside rather than in the space reserved for the Friends, the answer
unfortunately is no.
Carpet issues. ~Our contractor offered $3500.00 as a settlement for the project to compensate the Library for mismatched color, as well as stains. ~We have rejected that offer and countered with a proposal to have the carpet in the children's rooms replaced, and to have the contractor use the good carpet tiles to replace the ones that need to be replaced in the staff work areas. ~The scratches in the terrazzo tiles will be repaired by a separate contractor once the references for that contractor check out. ~Repairs will be made at no cost to the library.
Fire protection. ~8 contractors took bid documents, but we don't at this time know how many will bid. ~Bids due on June 4.
Roof leak. ~Jim McKenna will check to make sure flashing is intact.
Window project. ~Max Ferro had surgery and is unavailable at this time. He is our architect for the project. One remaining issue to be resolved with the contractor is the spot on the lawn where the dumpster was placed needs to be re-seeded. ~We are holding back a small amount of money until that is resolved.
The elevator smoke vent is in process and the elevator repair firm suggested that we install an electric beam sensor as a door safety upgrade. ~The building committee does not feel we should go ahead with this as we are in full compliance with the building code, and it has not been seen as an issue to date.
The diesel generator is not currently working, and the part needed to get it repaired is apparently hard to find.
Financial report
Everything is on track except for energy costs, and we are getting a reserve fund transfer to cover those costs.
Librarians report
Barbara will post a copy of the disaster plan for the library on line for Trustees to review.
Archive committee
The next meeting of the group is June 12. ~A job description has been put together for the 5 hour person to work on archive projects. Several options have been discussed for storing archive materials when construction begins on the new vault.
Master planning committee
Not much to report. ~Consultants have not finished collecting information. ~On June 23rd, the steering committee will present to the Board of Selectmen. ~Next fall there will be public meeting to get additional input, then to Town meeting in 2009.
Announcements
Barbara has been designated as assistant town clerk.
Bruce Bare has passed away, former Trustee Chair and long time library
supporter. ~His family has listed the Library as a suggestion for donations in his name in lieu of flowers.
Respectfully submitted,
Al Kraft
LIBRARIAN'S REPORT
June 24, 2008
TO: Trustees, Lincoln Public Library
FROM: Barbara Myles, Librarian
Friends of the Lincoln Library
At the June 3 Friends meeting, I presented our funding request for FY 2009. Included in this list are the museum passes, adult and childrenís programs, library brochure printing and mailing, equipment, a public performance site license for showing movies, and the staff grant program. The total requested was $19,720 and it was approved. Pam Caswell discussed the planning for the house tour. She has done a great job lining up the houses and volunteers for various tasks. We discussed new ways to promote the museum passes, homework center and kids web page. Some of the suggestions were back pack stuffers for K-8 students, handouts at the nursery school, and advertising on the mini-link (the K-8 online newsletter).
Adult Department
The Write Stuff met on June 11. Mystery Monday book group members discussed Daughter of Time by Josephine Tey on June 23. Fuel costs continue to rise so Ellen refreshed her timely display of vacation books about nearby locations. Ellen is ordering new books and AV materials to spend down adult accounts and planning the book theme for the next season of the Friday morning book group. Classic Jazz and the Friday morning book group are on hiatus until the fall.
Children's Department
The Childrenís Departmentís programs are on hiatus until June 26, the day of the kick off party for the summer reading program. They have good programs lined up for every Wednesday in July. On July 2nd, for example, a wolf will come to the library! They also have weekly storytimes and crafts planned for the summer reading program. Stacy Harris finished the summer brochure and it was mailed to Lincoln households in early June.
Reference Department
Reference staff answered least 311 questions in May compared to last yearís 278 questions. Jeanne represented the library at the MLN Reference Committee meeting on June 10. Immediately after this meeting, she met with reference librarians from Bedford, Concord and Lexington to organize a breakfast information session for the business community on databases and websites of interest to them, for September.
Technical Services Department
Lisa is busily processing the books and AV material that were purchased during the end of year ordering push. Paperback fiction, music CDs, and college preparatory exam books were ordered recently. Lisa also attended a Dreamweaver class at Simmons College on June 14 so that she can manage the web site.
Technology Planning Group
The Trustees are reviewing the technology plan for 2010-2012. The Technology Planning Group will meet after this review is complete.
Vault Project ñ Organizing and Processing Materials
Jeanne is making progress on the vault plans and accessioning new documents with the help of Bill Carroll and super volunteer Margie Hilton. She is also working on the 250th Collection. Jeanne is working on a list of the material to keep accessible during the vault renovation, with input from patrons.
Archives Working Group
The Archives Working Group (Jacquelin Apsler, Susan Brooks, Jeanne Bracken and I) met on June 5. We worked on the agenda for the June 25 with the Town Archives Advisory Committee and on a collection development policy for the Town Archives.
We received Deborah Wenderís report of her findings and priorities for preservation of materials in the library and Town Offices vaults. It was a very detailed report and gave cost estimates for preserving some of the high priority items in the vault. Preservation is expensive!
Crisis Plan
This crisis plan covers crises in which peopleís safety is at risk. The Lincoln Police Department has written a second draft of the crisis plan. This version incorporates staff suggestions. In July the staff will meet with the police to discuss this second draft of the plan.
Minuteman Library Network ñ ISP Change
The Minuteman Library Network (MLN) is changing its Internet Service Provider (ISP) at the end of this month. To complete this process, a new T1 phone line was installed and the networking equipment was changed at the library. Soon after the cutover is complete, library staff must change network settings on all of the PCs so they can connect to the Internet.
Building Repairs
1. Window Replacement Project.
The window installation is completed.
2. Carpets ñ Childrenís Room and Staff Work Room
The carpet installation was completed on March 25. A punch list was sent to Capital Carpet on April 7. Karle Packard and Mark Marrama met on May 20 to go over the punch list. There is a flaw in the carpet color. Specifically, there is a yellow stripe on the edge of many of the carpet tiles. The library would like to replace the carpet but Milliken would like to dye the carpet at the library to remove the yellow stripe. The lobby floor was also damaged during the carpet installation and that has not been repaired.
Karle sent a strong letter to Capital Carpet and Flooring Specialists on June 11 giving them 14 calendar days to complete the punch list items. If the work is not completed, the library will hire someone else to do the work and will back charge Capital Carpet.
3. Fire Suppression Project
Three bids were opened on June 4. The low bidder was Ebacher Plumbing & Heating Inc. RDK Engineers have worked with Ebacher and recommended that we accept their low bid. A letter of intent was sent to Ebacher on June 12 and the contract is almost ready to send to Ebacher for their signatures.
4. Cole Benches
Steve Manning returned the refinished Cole benches in mid-June. They were refinished with a marine product that is used on wooden boats. This finish should last longer than the stain and polyurethane finish that was on the benches previously.
5. Elevator Smoke Vent Upgrade Project
The contract was signed by all parties. Scott Bettano of Fitzemeyer & Tocci approved the submittals for the project and the parts are on order.
6. Vault Upgrade Project
Karle Packard of Red Hawk Studio Architects is finishing the specifications for the Vault project. I am getting price quotes from moving and storage companies. Karle had a piece of the tile floor tested for asbestos and the test was positive. I am also getting price quotes from companies that remove asbestos.
7. Generator
Cummins N.E. replaced the lift pump but the generator still had a leak. There is a crack in the fuel pump. Unfortunately this fuel pump is no longer kept in stock by the manufacturer. Cummins N.E. has tried to find this part on the after market without success. I called F.M. Generator to find out if they could repair the generator but they want a signed authorization for service in the amount of $1,000 before a service man will be sent to the library. Now Cummins N.E. is trying to find out if our fuel pump can be rebuilt.
Kudos
Kudos to Ellen Sisco who received the Outstanding Supervisor Award from Concord Carlisle High Schoolís Pathways Program. The Pathways Program provides an array of supports and accommodations for grade 9-12 students with significant disabilities. One of the services that students can take advantage of is an opportunity to work part time at a local organization. The library has hired one student, J.B. Finnerty, to shelve books at the library four hours per week. When J.B. comes to the library, an aid accompanies him. The aid is responsible for training J.B. and keeping him focused on doing the work. J.B. likes working at the library and he is a good shelver. In short, this is a win-win situation for J.B. and the library.
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